Senior Executive Health Assistant

Summary:

The Senior Executive Health Assistant is responsible for providing high-level administrative and operational support to the executive health services team. This position relieves the executive health services team of operational and administrative details and independently performs diverse, complex, and non-supervised administrative functions that require a thorough knowledge of policies, procedures and operations, and an understanding of Chugachmiut’s role within our communities.

Essential Duties and Responsibilities:

• Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that may be confidential in nature; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive’s time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the executive’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and direct reports.
• Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Coordinates and tracks workflows, schedules, and projects to ensure completion and accuracy, while providing timely follow-up services. Provides research and support on special projects, prepares data, makes recommendations, forms conclusions, and occasionally presents materials.
• Composes and prepares timely e-mails, correspondence, memos, presentations, and reports as needed using independent judgment. Types, formats, and proofreads a variety of materials using correct grammar. Creates reports, charts, databases, spreadsheets, statistics, meeting minutes, etc. to support the executives’ needs with minimal guidance.
• Provides administrative support, as directed, for executives’ direct reports.
• Assists with on-boarding new employees, consultants, and guests, as appropriate.
• Assists with HR functions to include screening applicants and setting up interviews for executive health services team.
• Conforms to safety policies and general housekeeping practices.
• Demonstrates sound work ethics, flexible, and shows dedication to the position.
• Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and co-workers.
• Keeps customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
• Expected to be prepared to start shift on time, meet attendance standards, and work the hours necessary to perform the essential functions of the job.
• Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with Chugachmiut’s Mission and Vision through their actions and interactions with all patients, staff, and others.

Conforms to Chugachmiut policies, strict employee confidentiality, and HIPAA regulations.

Qualifications:

• Associate’s degree in business/office management or Secretarial Science Courses.
• 5 years of previous experience as an Executive Assistant supporting executives or senior management in health services.
• A combination of experience and education demonstrating the ability to fulfill the requirements of the position may be substituted.

Physical Environment:

The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. The position requires the ability to sit for long period of time, normal range of hearing and eyesight, eye-hand coordination and manual dexterity to operate office equipment such as computer keyboard, photocopier, telephone, calculator and may be required to lift approximately 30 pounds. May be exposed to infectious diseases or hazardous equipment. May be exposed to extreme weather conditions. Travel to remote locations by boat, snowmobile, ATV or small plane is required and employee must be willing and able to travel.

Hours of Work:

The hours of work are Monday to Friday, 8:30 a.m. to 5:00 p.m., with one hour for lunch. Chugachmiut maintains a drug/alcohol and non-smoking work environment.